MANITOBA REFERENCE NUMBER: MB-MBPB-AAS-00535
ISSUING DEPARTMENT: Procurement and Supply Chain
DATE ISSUED: 06/02/2023
ISSUED BY: GoM PSC
TELEPHONE: 204 945-6361
The following is a 2 year term contract for Medical Beds and Accessories
for Materials Distribution Agency (MDA), Government of Manitoba for the
term of: March 1, 2023 to July 31, 2024.
(MDA reference #0800000609- MDA, MEDICAL EQ, BEDS)
EXPIRY DATES ON PRODUCTS MUST BE AT LEAST 18 MONTHS FROM TIME OF
SHIPMENT UNLESS AUTHORIZED BY MDA.
NOTE: It is important that you read the "Terms & Conditions", prior to
commencing this RFQ, as they contain specific instructions which may
impact your ability to submit a quotation.
These goods are for "RESALE" and therefore "GST & PST EXEMPT". MDA's
PST number is 085981-9 and GST number is 107863847.
THIS PROCUREMENT IS SUBJECT TO THE CANADA-EUROPEAN UNION COMPREHENSIVE
ECONOMIC AND TRADE AGREEMENT (CETA).
GENERAL TERMS & CONDITIONS:
This RFQ is subject to the Manitoba General Terms and Conditions:
https://www.gov.mb.ca/central/psc/pubs/form/MB_terms_conditions.pdf
The purchase order to be issued to the top ranked Vendor(s) is subject
to the Manitoba Purchase Order Terms and Conditions: https://www.gov.mb.
ca/central/psc/pubs/form/Manitoba_PO_Terms_Conditions.pdf
SUBMISSION TERMS AND CONDITIONS:
The Bid MUST be signed by a representative of the Bidder with the
authority to bind the Bidder. The name and title of the representative
signing the Bid should also be printed below their signature.
CLARIFICATION / INQUIRIES:
It is the Bidder's responsibility to clarify interpretation of any item
of the RFQ document before the RFQ closing date.
For tender inquiries, submission information, enquiries, clarification
and/or additional information regarding any aspect of the products may
be sent by e-mail and to be directed only to the individual specified
below:
DHEERAJ GUPTA
PROCUREMENT OFFICER
EMAIL: Dheeraj.gupta@gov.mb.ca
FOB/FREIGHT:
To be delivered FOB DESTINATION FREIGHT PREPAID to:
Materials Distribution Agency
Unit 7 # 1715 St. James Street
Door 10
Winnipeg, MB
R3H 1H3
The unit prices quoted above shall include all necessary charges,
freight, insurance, handling etc. to show a total landed cost. If any
charges are not included please explain in detail any/all charges which
will be extra to the unit prices quoted and will be charged on the
invoice.
FAILURE TO PROVIDE ADEQUATE INFORMATION TO EVALUATE THE ITEM OFFERED MAY
BE CAUSE FOR REJECTION OF YOUR QUOTE BY THE MANITOBA GOVERNMENT
(MANITOBA).
THE LOWEST PRICE ON ANY ITEM WILL NOT NECESSARILY BE ACCEPTED.
QUANTITY CLARIFICATION:
Quantity listed contains 2 or 3 decimals.
_________________________________________________________________________
ITEM QTY DESCRIPTION DELIVERY
NO. DATE
========================================================
ITEM 10 31/07/2024
100.00 Each GSIN: N6530MATERIAL: 570
TABLE, OVERBED, AUTO-ADJUSTABLE, 29 IN TO 44 IN TOP 15 IN X 30 IN,
DRIVE #13069
NO SUBSTITUTION
A) MINIMUM RELEASE QUANTITY: 100
B) LEAD TIME FOR MINIMUM RELEASE QUANTITY-NUMBER OF BUSINESS DAYS:____
Please indicate:
Manufacturer Name __________________________
Brand Name _________________________________
Manufacturer Stock Number ___________________
Vendor Stock Number _________________________
Identify:
Product package quantity _______________
Case quantity _________________________
Medical Device License # (if applicable)
________________________________
Please quote firm price based on the unit of measure (i.e. packaging)
requested e.g. price per package or per case etc.
If your pricing is based on a different unit than requested please
ensure you indicate that change clearly below.
Please quote firm unit prices for year 1 and 2 as follows:
Year 1 $ _____________ March 1, 2023 to July 31, 2023
Year 2 $ _____________ August 1, 2023 to July 31, 2024
========================================================
ITEM 20 31/07/2024
40.00 Each GSIN: V002AMATERIAL: 60369
RAIL, BEDSIDE, HEIGHT ADJUSTABLE, LIGHT WEIGHT, UNIQUE CONTOUR AND NON
SLIP FOAM ON HANDRAIL, NO TOOLS REQUIRED TO ATTACH, FITS SINGLE TO KING
SIZE BED, 17 IN H X 18 IN W X 38 IN D, (43 CM X 46 CM X 97CM),WEIGHT
CAPACITY 300 LBS (136 KG),
PARSONS (M-RAIL) #16H189A
NO SUBSTITUTION
A) MINIMUM RELEASE QUANTITY: 10
B) LEAD TIME FOR MINIMUM RELEASE QUANTITY-NUMBER OF BUSINESS DAYS:____
Please indicate:
Manufacturer Name __________________________
Brand Name _________________________________
Manufacturer Stock Number ___________________
Vendor Stock Number _________________________
Identify:
Product package quantity _______________
Case quantity _________________________
Medical Device License # (if applicable)
________________________________
Please quote firm price based on the unit of measure (i.e. packaging)
requested e.g. price per package or per case etc.
If your pricing is based on a different unit than requested please
ensure you indicate that change clearly below.
Please quote firm unit prices for year 1 and 2 as follows:
Year 1 $ _____________ March 1, 2023 to July 31, 2023
Year 2 $ _____________ August 1, 2023 to July 31, 2024
========================================================
ITEM 30 31/07/2024
10.00 Each GSIN: N6515MATERIAL: 63994
TRANSFER RAIL, SUPPORT, LEFT SIDE ONLY, LOW PROFILE, SWIVEL HANDLES
SWING OUT AND LOCK INTO POSITION, FOR ETUDE HC HOSPITAL BED ONLY,
INVACARE #ESSHL-2479
NO SUBSTITUTION
A) MINIMUM RELEASE QUANTITY: 10
B) LEAD TIME FOR MINIMUM RELEASE QUANTITY-NUMBER OF BUSINESS DAYS:____
Please indicate:
Manufacturer Name __________________________
Brand Name _________________________________
Manufacturer Stock Number ___________________
Vendor Stock Number _________________________
Identify:
Product package quantity _______________
Case quantity _________________________
Medical Device License # (if applicable)
________________________________
Please quote firm price based on the unit of measure (i.e. packaging)
requested e.g. price per package or per case etc.
If your pricing is based on a different unit than requested please
ensure you indicate that change clearly below.
Please quote firm unit prices for year 1 and 2 as follows:
Year 1 $ _____________ March 1, 2023 to July 31, 2023
Year 2 $ _____________ August 1, 2023 to July 31, 2024
========================================================
ITEM 40 31/07/2024
10.00 Each GSIN: N6515MATERIAL: 63995
TRANSFER RAIL, SUPPORT, RIGHT SIDE ONLY, LOW PROFILE, SWIVEL HANDLES
SWING OUT AND LOCK INTO POSITION, FOR ETUDE HC HOSPITAL BED ONLY,
INVACARE #ESSHR-2480
NO SUBSTITUTION
A) MINIMUM RELEASE QUANTITY: 10
B) LEAD TIME FOR MINIMUM RELEASE QUANTITY-NUMBER OF BUSINESS DAYS:____
Please indicate:
Manufacturer Name __________________________
Brand Name _________________________________
Manufacturer Stock Number ___________________
Vendor Stock Number _________________________
Identify:
Product package quantity _______________
Case quantity _________________________
Medical Device License # (if applicable)
________________________________
Please quote firm price based on the unit of measure (i.e. packaging)
requested e.g. price per package or per case etc.
If your pricing is based on a different unit than requested please
ensure you indicate that change clearly below.
Please quote firm unit prices for year 1 and 2 as follows:
Year 1 $ _____________ March 1, 2023 to July 31, 2023
Year 2 $ _____________ August 1, 2023 to July 31, 2024
========================================================
ITEM 50 31/07/2024
700.00 Each GSIN: N6530MATERIAL: 64002
BED, HOSPITAL, 80 IN L X 36 IN W, FULL ELECTRIC, EASILY ASSEMBLED
WITHOUT TOOLS, WOOD HEAD AND FOOT BOARD PANELS, DECK CAN BE SPLIT INTO
SECTIONS FOR EASY TRANSPORT, DECK HEIGHT 7.8 IN TO 26.5 IN, 8 FUNCTION
HAND CONTROL, 3 IN LOCKING CASTERS, OUTSIDE WIDTH 40 IN, OUTSIDE LENGTH
86.5 IN, 0 DEGREE TO 70 DEGREE BACKREST ANGLE, 0 DEGREE TO 18 DEGREE
THIGH ANGLE, 0 DEGREE TO 25 DEGREE LEGREST ANGLE, 11 DEGREE TILT OPTION,
WEIGHT CAPACITY 360 LBS, MUST MEET IEC BED STANDARDS, CSA APPROVED,
TRANSPORT WEIGHT 166 LBS,
INVACARE #ETUDE HC
NO SUBSTITUTION
A) MINIMUM RELEASE QUANTITY: 60
B) LEAD TIME FOR MINIMUM RELEASE QUANTITY-NUMBER OF BUSINESS DAYS:____
Please indicate:
Manufacturer Name __________________________
Brand Name _________________________________
Manufacturer Stock Number ___________________
Vendor Stock Number _________________________
Identify:
Product package quantity _______________
Case quantity _________________________
Medical Device License # (if applicable)
________________________________
Please quote firm price based on the unit of measure (i.e. packaging)
requested e.g. price per package or per case etc.
If your pricing is based on a different unit than requested please
ensure you indicate that change clearly below.
Please quote firm unit prices for year 1 and 2 as follows:
Year 1 $ _____________ March 1, 2023 to July 31, 2023
Year 2 $ _____________ August 1, 2023 to July 31, 2024
========================================================
ITEM 60 31/07/2024
10.00 Each GSIN: N6515MATERIAL: 64003
EXTENSION, KIT, BED, 4 INCH, ADDS ADDITIONAL LENGTH TO A DECK THAT NEEDS
TO BE GREATER THEN 80 INCH, FOR ETUDE HC HOSPITAL BEDS ONLY,
INVACARE #EEK-3993
NO SUBSTITUTION
A) MINIMUM RELEASE QUANTITY: 5
B) LEAD TIME FOR MINIMUM RELEASE QUANTITY-NUMBER OF BUSINESS DAYS:____
Please indicate:
Manufacturer Name __________________________
Brand Name _________________________________
Manufacturer Stock Number ___________________
Vendor Stock Number _________________________
Identify:
Product package quantity _______________
Case quantity _________________________
Medical Device License # (if applicable)
________________________________
Please quote firm price based on the unit of measure (i.e. packaging)
requested e.g. price per package or per case etc.
If your pricing is based on a different unit than requested please
ensure you indicate that change clearly below.
Please quote firm unit prices for year 1 and 2 as follows:
Year 1 $ _____________ March 1, 2023 to July 31, 2023
Year 2 $ _____________ August 1, 2023 to July 31, 2024
========================================================
ITEM 70 31/07/2024
400.00 Each GSIN: N6515MATERIAL: 64004
RAIL, 1/4 INCH SIDE SUPPORT, 16 INCH X 12 INCH, FOR ETUDE HC HOSPITAL
BED ONLY,
INVACARE #ESR-2477
NO SUBSTITUTION
A) MINIMUM RELEASE QUANTITY: 100
B) LEAD TIME FOR MINIMUM RELEASE QUANTITY-NUMBER OF BUSINESS DAYS:____
Please indicate:
Manufacturer Name __________________________
Brand Name _________________________________
Manufacturer Stock Number ___________________
Vendor Stock Number _________________________
Identify:
Product package quantity _______________
Case quantity _________________________
Medical Device License # (if applicable)
________________________________
Please quote firm price based on the unit of measure (i.e. packaging)
requested e.g. price per package or per case etc.
If your pricing is based on a different unit than requested please
ensure you indicate that change clearly below.
Please quote firm unit prices for year 1 and 2 as follows:
Year 1 $ _____________ March 1, 2023 to July 31, 2023
Year 2 $ _____________ August 1, 2023 to July 31, 2024
========================================================
ITEM 80 31/07/2024
50.00 Each GSIN: N6515MATERIAL: 64005
RAIL, 3/4 INCH SIDE SUPPORT, 15 INCH X 59 INCH, UNIQUE FOLD-DOWN
SOLUTION,FOR ETUDE HC HOSPITAL BED ONLY,
INVACARE #EVSR-1823
NO SUBSTITUTION
A) MINIMUM RELEASE QUANTITY: 50
B) LEAD TIME FOR MINIMUM RELEASE QUANTITY-NUMBER OF BUSINESS DAYS:____
Please indicate:
Manufacturer Name __________________________
Brand Name _________________________________
Manufacturer Stock Number ___________________
Vendor Stock Number _________________________
Identify:
Product package quantity _______________
Case quantity _________________________
Medical Device License # (if applicable)
________________________________
Please quote firm price based on the unit of measure (i.e. packaging)
requested e.g. price per package or per case etc.
If your pricing is based on a different unit than requested please
ensure you indicate that change clearly below.
Please quote firm unit prices for year 1 and 2 as follows:
Year 1 $ _____________ March 1, 2023 to July 31, 2023
Year 2 $ _____________ August 1, 2023 to July 31, 2024
========================================================
ITEM 90 31/07/2024
400.00 Each GSIN: N6515MATERIAL: 64006
RAIL, 1/2 INCH SIDE SUPPORT, 16 INCH X 16 INCH, FOR ETUDE HC HOSPITAL
BED ONLY,
INVACARE #ESR-2478
NO SUBSTITUTION
A) MINIMUM RELEASE QUANTITY: 100
B) LEAD TIME FOR MINIMUM RELEASE QUANTITY-NUMBER OF BUSINESS DAYS:____
Please indicate:
Manufacturer Name __________________________
Brand Name _________________________________
Manufacturer Stock Number ___________________
Vendor Stock Number _________________________
Identify:
Product package quantity _______________
Case quantity _________________________
Medical Device License # (if applicable)
________________________________
Please quote firm price based on the unit of measure (i.e. packaging)
requested e.g. price per package or per case etc.
If your pricing is based on a different unit than requested please
ensure you indicate that change clearly below.
Please quote firm unit prices for year 1 and 2 as follows:
Year 1 $ _____________ March 1, 2023 to July 31, 2023
Year 2 $ _____________ August 1, 2023 to July 31, 2024
========================================================
ITEM 100 31/07/2024
5.00 Each GSIN: N6530MATERIAL: 64621
POLE, LIFT SUPPORT, TRAPEZE KIT, FOR ETUDE-HC HOSPITAL BED, PROVIDES
SAFE AND CONVENIENT OVERHEAD ASSISTANCE WHILE IN BED, SECURELY MOUNTS
INTO THE RECEIVER OF THE HEAD SECTION, TOOL FREE MOUNTING TO DELIVER
SAFE AND SIMPLE TRANSFERS, CAN BE MOUNTED ON THE RIGHT OR LEFT HAND
SIDE, HANDLE CAN BE ADJUSTED BOTH IN HEIGHT AND DEPTH,
INVACARE #ELSP-2093
NO SUBSTITUTION
A) MINIMUM RELEASE QUANTITY: 1
B) LEAD TIME FOR MINIMUM RELEASE QUANTITY-NUMBER OF BUSINESS DAYS:____
Please indicate:
Manufacturer Name __________________________
Brand Name _________________________________
Manufacturer Stock Number ___________________
Vendor Stock Number _________________________
Identify:
Product package quantity _______________
Case quantity _________________________
Medical Device License # (if applicable)
________________________________
Please quote firm price based on the unit of measure (i.e. packaging)
requested e.g. price per package or per case etc.
If your pricing is based on a different unit than requested please
ensure you indicate that change clearly below.
Please quote firm unit prices for year 1 and 2 as follows:
Year 1 $ _____________ March 1, 2023 to July 31, 2023
Year 2 $ _____________ August 1, 2023 to July 31, 2024
========================================================
GENERAL INFORMATION:
The Government of Manitoba (Manitoba) is requesting submissions from
interested Bidders in order to establish a Contract/Agreement between
the successful Bidder(s) and MDA for a 2 year term contract.
Requested quotations to be submitted per the outlined process and
requirements and provide Manitoba with detailed features, costs and
delivery capabilities for the specified goods and/or services.
It is the intent of the Procurement Supply Chain (PSC) to award this
tender to the least number of Bidders able to provide the goods and/or
services in the most convenient and cost-effective manner.
SPECIAL NOTE:
Bidders to quote a single price for each item offered.
Bidders may quote on one or more of the approved products listed,
however, Bidders shall quote only one price for each approved
(brand/manufacturer) product listed.
Bidders not detailing lead-times (refer below) may result in that
items(s) being rejected from their quotation.
Bidders offering items which deviate from the requested pack size, case
quantity, etc. must detail the deviations on the return tender.
Pricing unit must be the same as requested (i.e. per package, per case,
etc.).
If your pricing is based on a different unit than requested, you must
clearly identify the change on that item offered.
The words "must" "shall" and "will" mean a requirement is mandatory and
must be met in order for the bid to receive consideration.
BIDDER ASSISTANCE:
The Bidder shall assign a "Dedicated Service Representative(s)" to
supply information and act as contact person through the term of the
agreement. Manitoba will assign a counterpart.
It should be clearly understood that the Bidder's service
representative(s) would deal with the assigned Manitoba contact
person(s).
Bidder shall provide contact names and telephone numbers for the
following:
Contact Person: ________________________________________________
Telephone Number: _________________
E-Mail Address: ________________________________________________
BIDS:
Bids are requested from competing Bidders in accordance with Manitoba
policies. Manitoba reserves the right to revise/cancel RFQ's as well as
accept/reject bids either in whole or in part, whichever is in the best
interests of Manitoba. Lowest or any bid not necessarily accepted.
Bids must be submitted on the form provided unless otherwise stipulated
or as directed. Failure to complete the bid submission or include all
information and documents requested may result in rejection of a bid
submission.
All bid submissions should be prepared in a legible manner. Non legible
bids may result in rejection of your bid submission.
Bids shall be considered firm until awarded, unless otherwise indicated.
Any exchange of information with Manitoba personnel prior to the
issuance of an RFQ is not a valid response to the RFQ and shall not be
considered.
AUTHORIZED VENDOR:
Manitoba reserves the right, prior to any contract award, to secure
evidence to Manitoba's satisfaction that the Bidder is the manufacturer,
authorized distributor, dealer or retailer of the goods offered and is
authorized to sell, service and warranty these goods in Manitoba, Canada
and upon request will provide Manitoba with written evidence thereof.
Manitoba also reserves the right to secure evidence to Manitoba's
satisfaction that any Bidder is able to provide the goods or services
and to require the successful Bidder to furnish security, free of any
expense to Manitoba, to guarantee faithful performance of the contract.
TENDER EVALUATION:
Failure to provide adequate information to evaluate the item offered may
be cause for rejection of your quote by the Manitoba Government
(Manitoba).
Generally the lowest overall price of an item(s) in accordance with the
terms & conditions of the RFQ will be awarded the contract. However,
other factors as stipulated below will be considered when awarding a
contract (in no particular order).
Tenders will be evaluated based on:
i) ,,Products approved by MDA for their use<(>,<)>
ii) ,,Product offered compared to product description/specifications
requested;
iii) Delivery lead-times;
iv) ,,Price;
v) ,,Quality of the Bidder's performance in past awards;
vi) ,,Quality of the proposed products in past awards;
vii) Return and refund policies; and
viii)Any other terms & conditions indicated on this RFQ.
Failure to provide adequate information to evaluate the item offered may
be cause for rejection of your quote by the Manitoba Government
(Manitoba).
Each product offered will be considered individually which may result in
more than one award created from this RFQ. However, the intent is to
award this RFQ to one vendor in total, if possible with economic benefit
to Manitoba, therefore Bidders should quote on all items if possible.
Economic evaluation will be at Manitoba's sole discretion.
CONTRACT TERM:
To be delivered on an "as and when requested" basis for a
2 year term contract from: March 1, 2023 to July 31, 2024.
Any unused portion as of the end of the contract period will be
considered cancelled.
FIRM PRICING:
Bidders offering prices "subject to change without notice" or "in effect
at time of shipment" will be rejected outright. Preference will be
given to suppliers offering firm pricing.
Bidder shall quote firm pricing for year 1 and year 2 for each line
item.
Is pricing firm for the duration of the contract term?
Yes _____ No _____ Initial__________
If No, please indicate "prices firm until" date: ____________
Cost increase substantiation must be in the form of an original,
photocopy or facsimile of a letter from the appropriate
manufacturer/governing body identifying the reason for increase,
percentage increase, as well as the effective date.
Price increases shall not exceed the percentage passed on by the
manufacturer/governing body, and will be applicable only to the
percentage of true raw material costs. Any notification of price change
must reference the applicable agreement number and line item number(s).
Unless otherwise stipulated in writing, all submitted pricing shall
represent the total cost to Manitoba including all duties, shipping,
crating, packing, storage, delivery and handling charges.
QUALITY / ACCEPTABILITY:
Any product supplied must be new, unused, first quality.
All goods delivered are subject to inspection prior to delivery
acceptance. Signing of any delivery slip should not be construed as
acceptance of the product delivered.
Manitoba reserves the right to reject any product, after final
inspection that does not meet the specification or product description
requested.
Manitoba reserves the right to reject any product supplied which, upon
inspection or use, is deemed by the using department to be unacceptable
for their intended use.
Products shall be supplied as specified on the contract/purchase order.
Any substitutes shipped without prior written approval will be rejected
at time of delivery or held at shipper's risk pending return
instructions. Products rejected by the using department will be
returned to the Vendor for full credit or replacement product at no cost
to Manitoba or the contract may be cancelled.
If additional information is required and/or for approval of alternative
products please call the Contact at the phone number indicated above.
If an alternative product is offered, product description (including
illustrated literature if available) and manufacturers name and product
number as well as your product reference number (if applicable) to be
shown for each item offered
Product offered should be the most current product, however non-current
might be considered if the product is new and unused. Any alternative
product offered which has not been recently evaluated and approved might
not be accepted for this quote.
HEALTH CANADA MEDICAL DEVICES REGULATION:
Health Canada Medical Devices Regulation Schedule No.1101 (May 7/98)
established new regulatory requirements for the sale of medical devices
in Canada.
Please indicate your Medical Device Establishment License (MDEL) Number
# _______.
Please indicate (if applicable), for each product offered, the Health
Canada Medical Device License # __________.
PRODUCTS/BRANDS:
Please note any old or discontinued manufacturer's product numbers to
allow us to keep our descriptions current.
Brand names, where shown, are for reference purposes only and are not
intended as endorsement of a particular product. Some approved products
listed may not be acceptable for use by one or more facilities.
Alternate products offered, which have not been previously tested and
approved, may not be accepted for this tender.
Substitutes shipped without prior written approval will be held at
shippers risk pending return instructions.
Any substitute/alternative product supplied which upon inspection or
use, is deemed by the using department to be unacceptable for their use
will be returned for full credit or replacement at no cost to Manitoba
or the contract may be cancelled.
Vendor shall supply items with the longest shelf life available from the
date of the Release Order.
Any product supplied which upon inspection or use, is deemed by MDA to
be defective will be returned to the Vendor for replacement. All costs
related to the return and replacement of the defective product to be the
responsibility of the Vendor.
Vendor must respond to defective product concerns within 48 hours of
receiving faxed documentation from MDA.
Yes _____ No _____ Initial__________
Vendor must notify MDA immediately in writing (by fax/e-mail) of any
known defective product(s) or product recall(s) related to the
product(s) the Vendor has shipped to MDA or to MDA's clients to avoid
release of said product to MDA's end users.
Yes _____ No _____ Initial__________
Bidders must indicate the following information for each item offered:
Health Canada Medical Device License# (If applicable) _______
Manufacturer Name __________________________
Location of manufacturer ______________________
Brand Name _________________________________
Manufacturer Stock Number ___________________
Vendor Stock Number _________________________
Product package quantity _______________
Case quantity _________________________
Product volume and/or weight(if applicable) ____________
SAMPLE PRODUCTS:
Bidders may be required to provide samples as part of the evaluation
process. Manitoba will notify the Bidder(s) when samples may be
required. Samples shall be supplied at no charge and delivered FOB
Destination Freight Prepaid to WINNIPEG, MANITOBA.
ALTERNATE PRODUCTS:
Alternate products may be considered but may require testing prior to
purchase. Vendors wishing to offer alternative product for future
tenders are invited to submit samples for long term testing and
evaluation by contacting MDA. All samples become the property of MDA
and will not be returned.
MDA CONTACT PERSON:
Carolyn Kosheluk
A/ Purchasing Agent
Telephone: (204) 945-8661
Email: Carolyn.Kosheluk@gov.mb.ca
ENVIRONMENTALLY PREFERABLE PRODUCTS:
Manitoba generally awards the bid to the lowest "overall" price of an
acceptable product, however, preference may be given to products which
are "more environmentally preferable" and support Manitoba's Sustainable
Development Procurement Guidelines.
Product pricing may be only one of the components to be considered in
the overall evaluation of "environmentally preferable products".
Examples of "Environmentally Preferable Products" are as follows:
PACKAGING - Preference may be given to products which use less
packaging, packaging containing recycled content or packaging which can
be recycled etc. (providing the packaging still provides proper and
adequate protection to the product offered for sale). Bidders shall
provide details regarding the packaging, if applicable, for each item
offered.
PRODUCTS, RECYCLED OR RECYCLABLE - Preference may be given to products
containing recycled content or which may be recycled.
Bidders should provide details regarding the percentage of "Total
Recycled Content" and "Post Consumer Waste Content" (if applicable) for
each item offered.
"TOTAL RECYCLED CONTENT" - means the percentage of all recycled
materials including manufacturer's trimmings, cuttings, overruns and
"post consumer waste".
"POST CONSUMER WASTE CONTENT" - means that proportion of recycled
material that has been sold to a consumer and collected after their use
in a recycling program, e.g. used aluminum cans etc.
PRODUCTS, MORE ENVIRONMENTALLY PREFERABLE - Preference may be given to
products which generally meet or exceed the above specifications and can
demonstrate satisfaction in relation to the end users requirements.
These products will be classified more environmentally preferable
through a recognized certification program.
REPLACEMENT PRODUCTS - Manitoba may be interested in "replacement" or
"alternative types" of products which can be proven to be "more
environmentally preferable" compared to those products specified above.
Bidders are encouraged to provide complete details of possible
replacement products.
At Manitoba's discretion any "Environmentally Preferable Products"
offered may be:
a) Accepted for this tender, or
b) Not accepted for this tender, or
c) Not accepted for this tender but considered for future study/use.
See the Province of Manitoba's Sustainable Development Act (Chapter 270)
at:
http://web2.gov.mb.ca/laws/statutes/ccsm/s270e.php
QUANTITY/ITEM RELEASES:
The Vendor is not to ship any item until a separate Release Order has
been placed by fax or mail.
Release Orders for items may be placed at any time during the period of
this contract and in various quantities.
The term "minimum quantity" means the smallest quantity that MDA will
release.
Release Orders to be shipped complete by line item, unless otherwise
approved and/or requested by MDA prior to shipping.
Vendor to accept Release Orders consisting of items from multiple
contracts to reach the Vendor's minimum order requirements.
MDA will fax/email the "Acknowledgement of Release Order" and the
"Release Order" to the Vendor. The Vendor must respond by signing and
returning MDA's acknowledgement of release order within "48 hours" to
confirm that the Release Order was received.
The quantities shown are the estimated annual quantities only and to be
used for evaluation purposes only and are not a guarantee of business.
The Contract Value shown as Target Value represents the total estimated
value for the contract term.
MDA will not issue Release Orders for less than the minimum quantity
shown for each item. The minimum release quantities must be available
within the lead time you have specified for each item.
Minimum release quantities will be shown for each item. Minimum release
quantities may be adjusted to reflect full case quantities if necessary
by contacting MDA prior to delivery.
MDA reserves the right to change quantities on a Release Order, if
required, or to cancel an individual Release Order in part or in total
if necessitated by program changes/client demand or Vendor failing to
deliver products within tender stated time frames.
FOB/FREIGHT:
To be delivered FOB DESTINATION FREIGHT PREPAID TO:
MATERIALS DISTRIBUTION AGENCY
RECEIVING DOOR #10
1715 ST JAMES STREET
WINNIPEG, MANITOBA R3H 1H3
The unit prices quoted above shall include all necessary charges,
freight, insurance, handling etc. to show a total landed cost. If any
charges are not included please explain in detail any/all charges which
will be extra to the unit prices quoted and will be charged on the
invoice.
Is there a minimum order/shipment value required to receive FOB
Destination Freight Prepaid pricing?
Yes ____ No _____ Initial __________
If Yes, indicate the minimum order/shipment value $_________________
Should an order be placed under the minimum order/shipment value, is a
delivery charge applicable?
Yes ____ No _____ Initial __________
If Yes, identify the delivery charge: $__________________________
Freight charges will not be allowed on back order quantities.
DELIVERY:
Deliveries to MDA will be accepted Monday to Friday between the hours
of: 8:00 AM to 3:00 PM.
Vendor must notify MDA immediately in writing (by fax/email) of any
delays of scheduled shipments.
Shipments are considered to be delayed if the delivery time is greater
than the lead time indicated for each item on the contract.
Vendor must respond to late shipment inquires within 48 hours of
receiving faxed documentation from MDA.
Failing this Manitoba reserves the right to either purchase elsewhere
and charge the Vendor for any loss incurred thereon, and/or cancel the
Contract.
The products listed will be ordered in the minimum quantities (or
possibly greater) as shown after each item and the Vendor must ship the
required quantities within the lead time as indicated on the
tender/contract.
Delivery must occur within the time stated on the Contract unless a
deferred shipment is arranged with MDA in writing. Failing this
Manitoba reserves the right to either purchase elsewhere, charge the
Vendor for any loss incurred thereon, and/or cancel the Contract.
LEAD TIMES:
Bidders shall indicate lead time in number of calendar days for delivery
of each product offered.
When calculating lead time, bidders should take into consideration all
delivery components such as; your order desk requirements, delivery
practices, if the item is from your stock etc. If the item must come
from your manufacturer/distributor then include the
manufacturer/carrier's shipping times in your calculation.
Bidder should indicate a lead time for the minimum release quantity.
Please show lead time as a specific number, not a range (e.g. 3 days or
5 days, not 3-5 days).
Lead time will be a factor for consideration in the tender evaluation.
Lead times indicated are to be calculated from the date/time that a
Purchase Order is issued to the time the goods will be received at MDA
or MDA's client destination.
Deliveries will be monitored therefore lead times must be accurately
reflected for each item.
TIME OF ESSENCE:
Time shall be of essence hereof. Failure to meet the delivery time (i.e.
lead time) indicated on the Contract may result in the cancellation of
the Contract item and any outstanding Contract Release Orders.
INSPECTION:
Final inspection and acceptance or rejection of the goods will be made
promptly as practicable, but failure to inspect and accept or reject
goods promptly does not mean that the Manitoba Government has accepted
these goods.
The Government of Manitoba reserves the right to inspect the goods for
up to 90 days after the date of delivery.
Yes ____ No _____ Initial __________
Partial acceptance or rejection of an order does not release the Bidder
from its responsibility to complete the order.
PACKAGING:
All goods must be packed or crated suitable for protection in storage or
shipment.
If pallets required, pallet size to be 42 inches width by 48 inches
depth, loaded to a maximum height of 53 inches.
All goods delivered must be suitably marked with proper documentation
such as packing slip, contract number, etc.
RESTOCKING CHARGES:
Restocking charges to MDA must be shown (if applicable); restocking
charge will be ________%.
Please indicate the amount of notice (number of days) that MDA must
provide in order to cancel a Release Order without being subject to any
restocking charges. Restocking charges do not apply if Release Order
cancelled with _________ days notice.
RETURNS / REFUNDS:
Any product supplied deemed unacceptable by the end-user/customer will
be immediately replaced with new product/unit at no charge to MDA?
Yes ____ No _____ Initial __________
MDA requires complete details of your Return/Replacement/Refund Policy.
The Bidder shall identify the exact detail as to what is covered in
terms of responsibility for repair/replacement/refund of product:
________________________________________________________________
________________________________________________________________
________________________________________________________________
Any/All costs associated with the return/replacement/refund of defective
products will be the responsibility of the vendor?
Yes ____ No _____ Initial __________
All defective products are requested to be replaced within seven (7)
calendar days of notification/request.
Yes ____ No _____ Initial __________
If seven (7) calendar days is not sufficient time for replacement, the
Bidder shall state the number of days required: ______________
Goods ordered in error will be returned to the Vendor, Freight Prepaid
by Manitoba.
WARRANTY:
Bidders shall ensure that Manitoba receives the manufacturer's warranty
for the goods purchased. Bidder shall indicate the warranty for each
item offered (if applicable) in: _____ Days; _____ Months; _____ Years.
Notwithstanding any manufacturers' warranties (which are to be supplied
where applicable), all goods must be warranted to be free of defects in
workmanship and materials for a suitable period of time consistent with
the nature of the goods.
Despite anything in the RFQ, if a defect is not corrected during the
Warranty Period within a reasonable time frame, Manitoba may reject the
goods. If the goods are rejected the Vendor must:
a) Remove the goods, at its expense and risk within a reasonable time
frame after notification that the goods have been rejected; and
b) Immediately, at Manitoba's option, either replace the goods, or if
applicable issue a credit or refund to Manitoba for all monies paid.
If the warranty period is not the same for all items offered then
indicate the warranty on a product by product basis.
Vendor to address warranty issues within 48 hours of receiving faxed
documentation from MDA.
Yes ____ No _____ Initial __________
Vendor must provide copy(s) of warranty documentation to MDA on request,
after the contract is awarded.
ASSIGNMENT:
The Bidder shall have sole responsibility for the quality, liability,
coordination and completion of all work outlined in this endeavor.
Manitoba considers the Bidder to be the sole contact regarding all
Contract/ Agreement matters.
The Bidder shall be prohibited from assigning, transferring and
conveying, subletting or otherwise disposing of any Contract/ Agreement
of its rights, title or interest therein, or its power to execute such
Contract/ Agreement without the previous written approval of Manitoba.
CLARIFICATIONS AND AMENDMENTS TO REQUIREMENTS:
Manitoba reserves the right to amend or to clarify the RFQ requirements
and to seek clarifications or amendments from Bidders. However,
Manitoba is under no obligation to seek clarification.
ERRORS AND OMISSIONS:
Bidders must advise Manitoba of any errors or omissions they find in the
RFQ document prior to closing so that the RFQ can be revised and
communicated to all Bidders.
ACCOUNTS RECEIVABLE ADDRESS:
Due to our computerized accounts payable system Bidders are to advise if
your invoice address (Accounts Receivable) is the same as the address
for orders/quotes shown above.
Yes ____ No _____ Initial __________
If No, provide complete details:
Contact Person: _______________________________________________
Address: ____________________________________________________
City/Province/Postal Code: _____________________________________
Telephone Number: ______________________________________________
Facsimile Number: ________________________________________________
E-Mail Address: ______________________________________________
Hours of Operation: ___________________________________________
INVOICES:
MDA shall be invoiced directly from the Vendor. Invoices must be priced
in the same amount and unit of measure as shown on the Release Order or
the Vendor must contact MDA, in writing, prior to shipping the products
on the Release Order.
For direct deliveries, the Vendor must provide a proof of delivery (that
is both a printed and signed signature by MDA's client department) with
the invoice.
This is an accounting concern and is not intended to outline a process
to request price changes.
MANITOBA RETAIL SALES TAX LICENSE:
Are you licensed by Manitoba Finance to collect and remit Manitoba
Retail Sales Tax?
Yes ____ No _____ Initial __________
If NO, disregard the following clause.
MANITOBA RETAIL SALES TAX:
Is the product(s) offered subject to Manitoba Retail Sales Tax?
Yes ____ No _____ Initial __________
If the tender consists of both taxable (T) and non-taxable (NT) items,
please indicate T or NT opposite each item offered.
These goods are for "RESALE" and therefore "PST EXEMPT". MDA's PST
number is 085981-9. MDA is also GST Exempt and their number is
107863847.
CANADIAN FUNDS:
Manitoba prefers to receive quotations in Canadian funds. If the
pricing offered is quoted in a currency other than Canadian then the
currency must be clearly identified on the quote document.
PAYMENT TERMS:
Manitoba will consider Early Payment Terms. Manitoba's standard payment
term is net thirty(30) days.
Bidder shall specify their standard invoice term: ______________
Any applicable discounts for early payment?
Yes _____ No _____
If Yes, please specify: ________________________________________
Does your early payment clause appear on your invoice?
Yes _____ No _____
Proposed Delivery Address:
Materials Distribution Agency
Unit 7 # 1715 St. James Street
Door 10
Winnipeg, MB
R3H 1H3
TENDERS TO BE RETURNED TO:
MERX Electronic Bid Submission www.MERX.com
